Judicial Secretary/Assistant Trial Coordinator

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Consider this challenging opportunity where you will provide secretarial and administrative assistance to the Superior and Ontario Court of Justices, per diem justices, local administrative justices, and visiting justices. You will also provide administrative assistance to the Trial Coordinator and perform Trial Coordinator duties as required.

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About the job

You will:

• provide administrative, secretarial and financial support services to the judiciary
• maintain filing systems, judicial library, books and update publications
• respond and resolve inquires by telephone, in writing and in person regarding the status cases from judiciary, lawyers and the general public
• assist the Trial Coordinator by preparing, distributing, maintaining and updating court lists and court documents
• receive materials prior to pre-trials and trials and ensure that documents are filed according to established rules and procedures
• assist in the preparation of statistical information related to trials, pre-trials
• coordinate judiciary meetings, prepare agendas and meeting minutes, and participate in judicial projects as required

Please note: This is a part-time position working 18.13 hours per week

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What you bring to the team

Mandatory:

• you are able type 50 words per minute

Courts Knowledge:

• you have knowledge of procedures and practices related to trial coordination in order to liaise between the judiciary and all users of the justice system
• you are able to acquire knowledge of statutes, rules and regulations (e.g. Criminal Code of Canada, the Courts of Justice Act, Family Law Act and the Rules of Civil Procedure) to respond to inquiries from users of the justice system

Communication and Interpersonal Skills:

• you demonstrate written communication skills to compose correspondence to lawyers and the public, prepare factual reports for judiciary and draft acknowledgement letters, minutes and requests for information
• your oral communications and interpersonal skills enable you to provide explanations of legal office policies, procedures and terminology to the public, and interact with the Supervisor of Court Operations, Crown Attorneys, the judiciary and Trial Coordinator

Administrative Knowledge and Skills:

• your knowledge of secretarial and administrative procedures enable you to perform support services such as sorting and distributing mail, ordering office supplies, maintaining filing systems, responding/redirecting enquiries, making travel arrangements, scheduling meetings, etc
• you can determine appropriate administrative procedures and processes when typing to 50 words per minute and when preparing legal documents and handling correspondence

Problem Solving Skills:

• you are able to assess court caseload, identify high volume cases and recommend solutions for trial scheduling conflicts/issues
• you are able to identify problems causing case delays by monitoring the progress of all cases, backlog, disposition of cases and caseload statistics

Computer Skills:

• you have knowledge of personal computers and related software such as Microsoft Word, Excel and Quicklaw for scheduling and researching, and produce letters, memos, reports, and legal documents

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Additional information:

Note:

• In accordance with the Ontario Public Service Employment Screening Checks Policy, the top candidate(s) may be required to undergo a security screening check. Please refer to the Additional Information / Address section above to determine the screening checks that are required for this position.
  
  You will be responsible for obtaining the criminal record check at your own expense and provide it, along with your written consent, to the Transition and Security Office (TSO), HR Service Delivery Division to evaluate the results. If applicable, the TSO, with your written consent, will request and obtain any additional screening checks as indicated in the Additional Information / Address section above that were not obtained directly by you. (Note: If a Vulnerable Sector Screening/Check is required, it must also be obtained in person at your local police service.)
  
  A record under the Criminal Code and/or other federal offence record(s) does not automatically mean you will be ineligible for the position. The screening check(s) will only be reviewed and evaluated by the TSO for the purpose of making a security clearance decision. The details of an individual's screening check(s) will be considered in specific relation to the duties and responsibilities of the position being filled. Screening check records will be maintained by the TSO and kept strictly confidential.
• As detailed in Article 6.1.2 of the OPSEU Collective agreement, the results of this competition may be used to fill future vacancies within 125 kilometers of the listed location and within 14 months following the closing date of this posting.

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Language requirements and assessment:
All external Ontario Public Service (OPS) job ads are posted in English and French. Check the "position(s) language" section at the top of each job ad for the language requirements. For all roles, candidates are assessed in English, the business language of the OPS. If the position is bilingual (English/French), you'll also need to pass a French-language proficiency test.

Exigences en matière de langue et évaluation:
Toutes les offres d'emploi externes de la fonction publique de l'Ontario (FPO) sont affichées en français et en anglais. Consultez la section « Langue du ou des postes » en haut de chaque offre d'emploi pour connaître les exigences linguistiques. Pour tous les postes, les candidats sont évalués en anglais, la langue d'affaires de la FPO. Si le poste est bilingue (anglais/français), vous devrez également passer un test de compétences linguistiques en français.